2013 Annual Meeting

Northlake Hills Property Owners Association, Inc

Saturday November 9, 2013 Northwest Rural Community Center in Jonestown

Meeting Agenda

1. Welcome and Call to Order – Rod Schaffner, President and Board Member a. Confirmation of quorum – Melody Gayeski, Secretary b. Introduction of new members c. POA members serving in volunteer positions d. 2013 Board of Director and ACC Member term renewals e. Official methods of providing POA notices 2. Treasurer’s Report – Meshell Counterman, Treasurer a. Financial reports: 1. Balance sheet 2. Income statement 3. Status of collections b. 2014 Approved Budget 3. Changes in state law effecting HOAs/POAs – Dave Nelsen, Board Member a. Membership vote: Change official name from Northlake Hills Homeowners Association, Inc. to Northlake Hills Property Owners Association, Inc. 4. ACC Report – Bob Olivas, ACC Chairman (Tim Parston representing) 5. Open discussion – member input 6. Adjournment POA MEETING START 10am – Rod Schaffner (POA President) opened the meeting and had Melody Gayeski (POA secretary) confirm the quorum with 47 proxies on file.

Round-robin homeowner introductions were made from those in attendance. Also a sign in sheet was provided to record attendees.

POA Directors and Officers introduced themselves and the members of the ACC were also introduced.

PRESIDENT’s UPDATE: Rod Schaffner announced that we are ‘LCRA compliant’ with regards to our drainage inspections. Some water erosion has been noted and will be repaired. We are a ‘self-managed’ community which means that our homeowners volunteer to perform property management tasks to offset expenses. We are making progress with regards to fire safety in the area which resulted in some common areas being cleared. Acknowledgment and thanks went to Denise and Dave Nelsen for power washing and painting the logos on the entrance gates.

The most recent local council elections in Jonestown had an overall satisfactory turnout for an ‘off year’ election and Rod thanked everyone for their support and participation. It was also noted that our association is well-represented on the city council by Paul Johnson and Dave Nelsen. Also, Rod Schaffner is on Planning and Zoning while Henry Mayes serves on the Board of Adjustments, (thanks to allboth of these men for their service)!

POA Elections – Per Dave Nelsen, we did not hold an election because no one ‘new’ volunteered to fill any open positions and the incumbents have agreed to stay for another 2 years (Rod Schaffner and Lance Wedell). The POA Board members are:

Rod Schaffner, President and Director Terri Smith, Vice President Meshell Counterman, Treasurer Melody Gayeski, Secretary Dave Nelsen, Director Lance Wedell, Director

Although Bob Olivas was reinstated for another two year term this year, he has said he’d like to step down from his position on the ACC. Anne Morley has said she’d like to fill this position and spent a few minutes sharing her experiences which qualify her to serve. Dave Nelsen asked for any other applicants by the end of today’s meeting so that a final decision can be made quickly. POST MEETING UPDATE: The POA board met after the formal meeting and have confirmed Anne Morley as a new member of the ACC, replacing Bob Olivas. This appointment by the Board is effective November 9, 2013 and Anne will serve the balance of Bob’s unexpired term ending 2015. The new ACC committee now has three members on it: Carl Poole, Tim Parston and Anne Morley.

The POA website will continue to be the best way to obtain ‘official’ information with regards to the community. Also, the directors will always use the [email protected] email to distribute any official notices and other correspondence. We do not share our homeowner information with ANY outside parties. It is important that you make sure you update the POA Secretary with changes to your email addresses and other contact information. Attached is the most recent listing of property owners for your reference.

FINANCIAL UPDATE: Meshell Counterman (POA Treasurer) reviewed the POA account balances, assets, liabilities and other financial reports which were distributed at the meeting and are attached to these minutes.

Dave Nelsen prepared the 2014 budget and the accrual balances were highlighted along with the new annual lot assessments which will be invoiced in January 2014.

A question was raised with regards to the scope of the grounds maintenance. The POA uses North by Northwest Landscaping and Terri Smith is the liaison for the POA. Any concerns can be shared with the POA secretary who can pass them along to Terri.

Another question was raised with regards to the road assessments and Dave Nelsen announced that some road work is planned for early 2014 which was met with a round of applause. Bandow Construction will be adding ribbon curbs to Section 5 later this year. Dave Aalso shared was that Jonestown City is planning to do some road improvements on Reed Parks Road (which is city supported). POST MEETING UPDATE: The City of Jonestown completed the sidewalk work along Reed Parks Road in front of the NLH lots just south of Northlake Hills Drive. Any suggestions for POA improvement projects will be reviewed and considered for implementation. Again, suggestions can be sent in to the POA email or you can contact the POA officers directly if you want to speak to someone personally.

2014 BUDGET: The board announced that they have formally approved the budget for 2014 and no objections were voiced by the attending POA members.

Please note: The following annual assessments will be invoiced in January 2014. Be sure you get your checks into the POA before the 31 st January to avoid a late fee (which means you need to allow time for delivery as there are no exceptions for the deadline).

Gate 1: $322 Gate 2: $331 Harbor Drive: $513 Reed Parks: $105

Meshell Counterman also wanted to share her ‘new’ dedicated POA treasurer email address which is: [email protected]

HOA/POA CHANGES: Dave Nelsen shared that we’ve recently changed our legal representation to Arnold and Associates, a legal firm that specializes in HOA/POA operations. The official name of the POA was proposed to be changed from Northlake Hills Homeowners Association Inc to Northlake Hills Property Owners Association Inc. A vote was taken at the meeting to support the name change and passed unanimously. With this name change, the various corporate policylegal documents will be updatchanged to meet recent changes in State law. These and our updated bylaws and other documents will be recorded at the Travis County Courthousefiled with the courts and with the state of Texas which will be done before year’s end. Changes and updates will be posted on the POA website and published to all homeowners when the materials are ready for distribution.

ACC UPDATES: Tim Parston shared that there is one significant project which has not yet been officially proposed but is expected shortly. As of today, escrow has not yet closed on this property on Northlake Hills Circle. Once the formal plans have been submitted, the ACC will review and respond accordingly. Some property owners have expressed concerns, but no decisions can be made until a formal plan has been submitted for consideration. The board strongly suggests that property owners speak with each other to share concerns and/or thoughts for new plans under consideration. The board agreed to set up a meeting with the ACC to discuss the upcoming plans and to review ways to ensure transparency on changes to the neighborhood and ways to share details with the property owners.

Dave Nelseon publically acknowledged our appreciation to Bob Olivas (who was not able to attend the meeting) for ALL of his support of the POA over the years (applause from the property owners).

POA PROJECTS: Rod Schaffner asked if there are any other projects that the homeowners would like considered. A request was made to ‘beautify’ gate 2 so that it is more in keeping with how gate 1 looks….also gate 2 bumps against a rock wall and changes / enhancements need to be considered. Paul Johnson is the gate coordinator and is leading the efforts to modify the gate while avoiding a complete replacement. Anne Morley has volunteered to lead a specific project for gate 2 (painting the gate). The board encouraged everyone to be a ‘good neighbor’ and observe your surroundings and share any concerns with the board for follow-up.

OPEN FORUM: A question was raised about the ‘metal house’ just outside our POA gates on Reed Parks Road. The POA has requested that the city of Jonestown ensure that all laws are being observed. No other action by the POA can affect the house which is outside our POA purview. Another question was raised about parking on Laura Reed Park property…the city was looking to develop the property, but the city council has stopped this effort to avoid future maintenance obligations. Another question was raised about the ribbon curbing behind gate 2 which didn’t have appropriate filling between the street and curb. A request was made to ensure this does not happen again when we do the upcoming (future) ribbon curbing. This led to observations about how the empty lots are not being mowed by North by Northwest which Terri Smith will investigate and discuss with North by Northwest.

The meeting was adjourned at 11am.

Thanks to everyone who made the time to attend! Attached to these minutes are the various materials distributed at the meeting and an updated property owner’s directory. Any changes should be sent to the POA secretary for action (on the directory). Meeting Minutes respectfully submitted by: Melody Gayeski, Northlake Hills POA Secretary attachments